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Home My WebLink About0324.091:..-- .,,,. - June 20, 1991 THE HONORABLE CITY COUNCIL Palo Alto, Californi~ Eauioment Repair S ... ryi res -Award of COJJtract Members of the council: Report in Brief 5 ~his report recommends that Council award a t~o-year contract, in an amo ... nt not to exceed $75,000 per year, to Peterson Tractor Company for equipment repair services~ Funds ha~/e been appropri~ted in the F.quip~ent Management Division FY 1991-92 operating budget and the Refuse Fund for year one of the contract. F~ndinq for year two is contingent upon council approval of the budget for FY 1992-93, Background The Equipment Management Division ot public Works uses an o~tside contractor to service and repair specialized landfill equipment such as bUlldozers, compactors and scrapers. Work includes scheGulot:=u mdint.enance, diagnosis, cost estil't:C!!ting, and on-site ~epairs at tne city's Refuse Disposal Area. Discussion Bids vere received from t~o qualified contractors as shown on the attached summary. Staff recommends that the bid of $59.550, submitted by Peterson Tractor Company, be determined by Council to be the lO1lo'est responsible bid ar.d that the contract. be awarded i!occordingly. Staff has determined that these prices CCl!l1pare favorably ~ith rates charged in this ar~a for similar services. The lowest responsible bidder is based on a combination of the lowest ho~rly rate for routine repairs and a total of preventive main~e~ance for one year. The cost of routine repairs is based on a l!Unl.mUm of 600 hours allocated toward labor costs~ Major repairs, uSually greater than $5,000 per incident, are not part of this contract and are handled on '3 case-by-case basis and are funded out of the operating budget. Recommendation Statf recommends that Council approve and authorize the Mayor to execute the attached two-year service contract with Peterson -1- CMR:32.4: 91 'L • • I 1 j I , ,. --------------~----------------~~ , Tractor company in an amount not t,,J e>:::ceed $75,000 per year for equiproent repair services. Respectfully submitted, /1 ~-Fleet Manager kw~·.1-_ . .!1. W"M~ DAVID G. ADAMS Director of PUblic works ~Jl (~E FLEMING ~ ~sistant City Mana~ Attachments: CMR: 124: 91 Bid Summary Contract Pages -2- 510 SUMMARY EQUIPMENT REPAI~ SERVICES Vendor Peterson Tractor Empire Tractor and Equip-ment *600 hours minimum pas is Hourly Labor $65.00 55.00 *Estirnated Labor $39,000 33,000 ., ,. Preventive Total Mai~nance __ Gost $30,550 $69,550 52,612 85,612 ~ ~ . ~ ~ ~ ; , , :1 .. .. . ..,. . .;. ·:l;~:~cJr COI/TRACT THIS AGREEMENT is made and entered into r in duplicate r this day of , 19 __ , by and between the City of Palo Alto, California, hereinafter called "CITY", and --F.etprson Ira \~ tor Company ~~~~~C-' hareinafter called ·Contractor-, whose Taxpay€r Identification Nu!l\be:-is: For and in consideration of their mutual 'C'ov-enants, the parties hereto agree as follovs: 1. Contractor shall do all the work and furnish all the materials necessary to construct and complete in a good, work!nanlike and substantial l"1anner~ and to the satisfaction of the City of Palo Alto, the following: EQUIPMENT REPAIR SERVICES 2. This contract shall consist of the following documents on file with the City ClerK, all of ~hich are incorporated herein and made a ~~rt hereof b:r~ reference thereto: a. b. c. d. e. f. g. h. i. j. k. This Contract Notice Inviting Sealed Proposals Accepted Proposal Standard specifications dated 1372, as amended, or as superseded by other documents incorporated herein. General Provisions TectJlical Specifications --Special Provisions Certificate of Insurance Performance Eo!''.d Labor and Materials Bond Affirmative Action Guidelines and Co~pliance Report Any and all supplemental agreements which amend or extend the work contemplated and ~hich may be required to complete the work in a substantia] and acceptable ~anner. 3. In consideration of such work., CITY shall pay contractor tha: amount specified in his bid in the manner provided in said Standard Specifications dated 1972, as amended. ... Concurrently with the execution of this contract~ Cont,ractor shall provide CITY ~itt. the Contractor's Labor and Material and Faithful Performance Sends and certificates of insuran~e, including any ~orkers' compensation insurance required by the laws of the state of california or otherwise required in said specifications. 5. This contract sh~ll not be assigned by Contractor. P,..l -----"---~ L - I I &. 7. 8. 9. • ------~ ..... -. .. CO~1AC~ (Ccn~inued) All claims by Contractor regarding extra '(,rork, charges. delay or other disputes arising out of the Contract Clust be submitted to CI'I~ in ~itin9 within ten (10) working days after the claim arose, ~escribing in detail the nature and value of the disputed ~ork or claim. Contractor berehy aqre~s to indemnify. defend and hold harmless CITY, its ofti~ers, agents, ~nd employees tro~ any and all demands, clairos or liability of any n~ture, caused by or arising out of Co~tractor's, its officers', agents', or employees' negligent acts, errors, or omissions, or willful m.isconduct, or conduct for whict ... the law imposes str iet liability on Contractor i~ the performance or failure to perform this Aqreement~ This Agreement represents the entire ~qreement between the parties with respect to the purchase and sale of the equipme!"l.t, materials, or supplies or payment for services which Eay be the subject of this Contract. All prior agreements, representations, statements~ negotia tions and undertakings -whether oral or written are superseded hereby. Uc payment, partial pay:nent, acceptance, or partial acceptance by City shall operate as waiver on the part of City of any of its rights under this contract~ 10. Contractor agrees to permit CITY to audit, at any reascnal:lle time during the term of this Agreement and ~or three (3) years thereafter, contractor's records pertaining to matters covered by this Agreement. Contractor fUrther agrees to maintain such records tor at least three {l} years after the term of this Agreement. IN WITNESS WHEREOF, the Partip.s have set their hands all on the day and yea~ first above written. ATTEST' City Clerk APPROVED: City Manaqer- Public Works Department Director of Finance Risk. Manager c t 'F - CITY OF PALO ALTO, CALIFORNIA By,_ Mayor CONTRACTOR By: T i t~l-e-:-- Taxpayer I.D.I ____ __ APPROVED AS TO FOR."!: city Attorney • , \ ! " • , \ . i ! \ I